What are the requirements for Automated Rostering?

The automated rostering is used to create and maintain student rosters, classes, and teacher accounts in CLI Engage.

Note: We are currently processing requests for automated rostering on a first-come, first-served basis. The process takes some time to set-up. We appreciate your interest in automated rostering. 

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This process can be illustrated as follows:

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Important Information:

By using the automated rostering process, districts can provide enrollment data to CLI on a daily basis. Existing files will be replaced and the automated rostering process will be run once a day with the following logic:

a) Only Homeroom Classes will be created.
b) Only Students enrolled in a Homeroom Class will be created.
c) Before scheduling the automated rostering process, existing Teachers, Classes, and Students may need to be updated with any new or missing Internal ID.
d) Since Students cannot be created without an existing Class, it can take up to 2 days or cycles to create a new set of Class-Students.
e) Any updated information provided on the data files will be updated in CLI Engage, such as names, DOB, grade level, State Unique ID, etc.

Note for Skyward Users: If your District’s SIS vendor is Skyward, you can upload the preconfigured SXR reports onto your Skyward’s Report Manager.

Note for ClassLink Users: If your District uses ClassLink, their support team can assist you in customizing your rostering files.

2. OneRoster 1.1 Standard

The automated rostering is based on the IMS OneRoster standard (version 1.1) with some modifications. All the basic specifications can be found at:

https://www.imsglobal.org/oneroster-11-introduction

https://www.imsglobal.org/oneroster-v11-final-specification

https://www.imsglobal.org/oneroster-v11-final-csv-tables

2.1 The OneRoster 1.1 standard is composed by a collection of fourteen files in csv format but only six of them are used by CLI Engage. Three files require one or five metadata fields to provide data needed for CLI Engage.

Metadata fields on the demographics.csv file can be provided or left blank, that means that at least the heading must be added to the file and the corresponding data can be provided or not.

CSV files must be encoded as Windows (CRLF) UTF-8.

2.2 Type of data provided by each of the required files:

2.3 Files details (based on the IMS OneRoster standard) Note the CLI Engage requirements in the CLI Engage Notes column.

2.3.1 manifest.csv

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2.3.2 orgs.csv

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2.3.3 users.csv

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2.3.4 classes.csv

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2.3.5 enrollments.csv

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2.3.6 demographics.csv

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Additional Considerations
Due to the purpose and design of the CLI Engage platform, districts must design the data files with the following guidelines:

2.1 CSV files must be encoded as Windows (CRLF) UTF-8 or UTF-8 with BOM
2.2 Teachers can be assigned to one or more Class. This feature accommodates Teachers with a single,
full day Class or Teachers with multiple Classes, such as two half-day Classes (AM and PM), or inperson and virtual Classes.
2.3 Teachers can be assigned to one or more Schools. This feature accommodates Teachers with an
AM Class at School A and a PM Class at School B.
2.4 Teachers must maintain the same local ID or a duplicate account will be created.
2.5 Teachers with local ID in Engage will be activated or inactivated according to their presence on
users.csv file.
2.6 Classes in the data set must be assigned only to one School.
2.7 Classes must have only one Homeroom Teacher enrollment. Multiple non-homeroom Teachers
can be enrolled in the Class. This is done with the ‘primary’ field on the enrollments.csv file.
2.8 Class Internal IDs should not change at the semester change during the school year or duplicate
classes will be created.
2.9 Students must be enrolled in only one Homeroom Class.
2.10 Students with local ID will be activated or inactivated according to their presence on users.csv file.
2.11 Metadata fields are necessary and recommended for various reports that Districts submit to State
Agencies and for internal longitudinal data analysis.
2.12 Data files can be received directly through a third-party service like ClassLink or from the District.

 Related articles

What Happens in the Automated Rostering (formerly District Data Exchange-DDE) Set-Up Process?